Setting up Purchase Invoice Entry - Lines Actions

  1. To carry out one of the following actions for the current Purchase Invoice line only, select it from the Action > Line menu within the Purchase Invoice form
  2. Specify this information:
    Print Line
    To use this function a Document Format must be associated with the current stage of the Purchase Invoice.
    Unmatch Line(s)
    Insert Line
    Inserts a new line on the current invoice.
    Hold and Release Line
    Hold prevents further processing from being carried out until the Release option is selected.
    Confirm Line
    Confirms the line.
    Copy Line
    Copies the selected line and inserts the copy onto a new invoice line.
    Characteristics
    You can use this option to select characteristics for the item.
    Split Analysis
    A maximum of ten analysis codes may have been set up for your system so they can be selected against a Purchase Invoice line. This option displays the Purchase Invoice Line Entry Split Analysis form which enables you to split the values of a line against different analysis codes. Enter the required value and select the relevant Analysis Code.
    Cancel Quantity
    This enables you to cancel part of the total quantity of a line and to specify a reason code against it. For example, out of stock. This option displays the Purchase Invoice Line Entry Cancel Quantity form. All fields on this form are automatically populated from the current Purchase Invoice Line apart from the following:
    • Cancel Quantity - The amount of the total quantity to be cancelled from the invoice line.
    • Reason Code - The reason for the cancellation.
    Landed Costs
    This enables you to obtain the Landed Costs for the invoice line.
    Best Price
    This enables you to find the pricing information available for the item and supplier. It displays the relevant information in the Price Book Inquiry grid for you to select from.
    Temporary Address
    This enables you to create a temporary address if required for the invoice line.
    Inventory Inquiry
    This displays the Inventory Inquiry form which enables you to find out the inventory balance of an item.
    Approve Line
    If Approvals are in use in your system this option enables you to approve or reject the invoice.
    Embed Std Para on Line
    This option displays the Standard Text Language Variants form. This form enables you to attach a paragraph to the line to be printed.
    Match
    This displays the Purchase Invoice Matching form which enables you to match the invoice against an existing Purchase Order.
    Generate Invoice Line
    Re-process Line
    This action enables you to perform all validation and processing that occurs when a line is entered. Some of the activities carried out are:
    • Recalculate formulae and value labels if the Recalculation field is set for the current stage on the Purchase Stage form.
    • Perform auto-allocations for issue, if not already allocated, and the allocation stage defined in the Purchase Type has been passed.
    • Update inventory (that is, create receipts and issues) if the update failed at an earlier stage.
    • Set a line to Held if required (for example, if item characteristics have been removed).
    Show Matched Orders
    Highlight an invoice line and select this action to display the order lines that have been matched to this invoice.
  3. Save your changes.
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